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Administrative Assistant

2 weeks ago

Halifax, Nova Scotia, Canada Right Traffic, LLC Full time

Administrative Assistant

Position Overview:

We are looking for a proactive and highly organized Administrative Assistant to support our team and contribute to the smooth and efficient operation of our office. This role requires a dependable self-starter with excellent multitasking abilities and keen attention to detail. The ideal candidate will possess strong interpersonal and communication skills, allowing them to interact effectively with both internal staff and external stakeholders.

This position plays a vital role in handling day-to-day administrative tasks, supporting executives and departments, maintaining confidential information, and ensuring that office operations run seamlessly. A high degree of professionalism, discretion, and initiative is essential.

Key Responsibilities:

  • Provide comprehensive administrative support to ensure the smooth functioning of daily office operations.
  • Collaborate with other administrative staff and departments to coordinate efforts and support company-wide initiatives.
  • Handle confidential and sensitive information with the utmost discretion and in accordance with company policies and privacy regulations.
  • Manage executive calendars, including scheduling meetings, appointments, and coordinating travel arrangements.
  • Prepare and organize materials for internal and external meetings, including presentations, reports, and agendas.
  • Monitor and manage email inboxes, screen phone calls, and respond to correspondence in a professional and timely manner.
  • Assist in drafting, formatting, and proofreading documents, reports, memos, and other communications.
  • Conduct guided research and compile relevant data to support team projects or decision-making processes.
  • Perform general office duties such as filing, data entry, organizing digital and physical records, and maintaining a tidy work environment.
  • Act as a liaison between the company and external vendors, clients, or partners to facilitate effective communication and service delivery.
  • Support department managers and executives with special projects and ad hoc administrative tasks as needed.
  • Maintain office supply inventory and place orders as necessary to ensure resources are available.
  • Help with onboarding new staff and maintaining administrative records, including time-off tracking and departmental forms.

Qualifications:

  • High school diploma or equivalent required; associate or bachelor's degree in business administration or a related field preferred.
  • 2+ years of experience in an administrative or office support role.
  • Proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint); experience with office technology and document scanning/emailing tools.
  • Exceptional organizational and time-management skills with the ability to manage multiple tasks simultaneously.
  • Strong written and verbal communication skills.
  • High level of professionalism, discretion, and integrity in handling confidential information.
  • Ability to work independently as well as collaboratively within a team-oriented environment.
  • Excellent interpersonal skills and a proactive, can-do attitude.

Job Type: Full-time

Pay: From $50,000.00 per year

Benefits:

  • Casual dress
  • Dental care
  • Extended health care
  • Life insurance
  • On-site parking
  • Paid time off
  • RRSP match
  • Vision care

Ability to commute/relocate:

  • Halifax, NS: reliably commute or plan to relocate before starting work (required)

Application question(s):

  • Would you consider yourself to be someone who is a great collaborator, has excellent organizational/time management skills, and can communicate exceptionally both written and verbally?
  • Were you referred by a current employee? If so, what is their name?
  • Have you worked for Right Traffic or any of it affiliated companies? If so, when and what company?

Education:

  • Secondary School (required)

Experience:

  • Administrative or office support: 2 years (required)
  • Microsoft Suite (365): 3 years (required)
  • Microsoft Excel: 3 years (required)
  • Office technology and document scanning/emailing tools : 2 years (required)

Work Location: In person